Business Administrator

Chaos1 Pty; Sydney; Hybrid; AUD 70,000 - 100,000; Full time

Benefits offered by this job

25 days annual leave

Clearance sponsorship

Mobilised from the start

Onsite XFACTORY Sydney

Job summary

Chaos1 Pty seeks a mission-first Business Administrator to support governance, finance administration, and front-office operations at the XFACTORY site in Sydney. You will keep registers, process transactions and payroll, and manage onboarding, travel, and executive communications.

The role requires a Certificate IV/ Diploma in Business Admin or related field and 2+ years in similar work, with on-site collaboration across leadership and back-of-house teams.

Qualifications

• Certificate IV or Diploma in Business Administration, Accounting or related discipline, or equivalent experience.
• 2+ years in business, finance or governance administration.
• Experience with accounts processing, reconciliations or payroll in Xero.
• Experience maintaining registers, records and minutes to an auditable standard.
• Working proficiency in Microsoft 365 including Word, Excel, SharePoint and Teams.
• Discretion with confidential company and personnel information.
• Clear written and spoken communication with staff, customers and suppliers.
• Australian citizenship and ability to obtain a Baseline security clearance.
• Onsite at Chaos1's XFACTORY, Sydney.

Responsibilities

• Maintain governance records including the executive meeting calendar, papers, minutes and the decision and action registers.
• Keep company registers current including contracts, insurances, licences and policies, and the compliance calendar evidence.
• Process accounts payable and receivable transactions, expense claims and credit card reconciliations to the month-end timetable.
• Support payroll and superannuation administration including timesheets, leave records and allowances.
• Run office administration including mail, supplies, visitors, meeting rooms and the front of house at XFACTORY.
• Run onboarding paperwork including forms, records and induction bookings.
• Book travel and accommodation for field activities against the campaign calendar.
• Prepare documents, presentations and correspondence for the executives to Chaos1's templates.

Skills

Governance administration

Payroll administration

Financial reconciliations

Office administration

Education

Certificate IV or Diploma in Business Administration

Tools

Xero

Microsoft 365

Payroll software

Job description

Chaos1 is an Australian defence company with a mission to forge a faster path to warfighter capability. Purpose-driven and mission-first, Chaos1 deploys the people, processes and technologies needed to tackle defence's toughest problems. In a world where time is short and the threats are real, Chaos1 is the catalyst that operates forward to rapidly field warfighter capability in months.

ABOUT THE JOB

Chaos1 is seeking a mission-first Business Administrator to support the governance and finance administration of the company. You will keep the registers, records and calendars a defence company is audited on, support finance with transactions and reconciliations, and run the office administration that keeps the XFACTORY site working. You can expect to work directly with the executive leadership team and back of house functions.

WHAT YOU'LL DO

• Maintain governance records including the executive meeting calendar, papers, minutes and the decision and action registers
• Keep company registers current including contracts, insurances, licences and policies, and the compliance calendar evidence
• Process accounts payable and receivable transactions, expense claims and credit card reconciliations to the month-end timetable
• Support payroll and superannuation administration including timesheets, leave records and allowances
• Run office administration including mail, supplies, visitors, meeting rooms and the front of house at XFACTORY
• Run onboarding paperwork including forms, records and induction bookings
• Book travel and accommodation for field activities against the campaign calendar
• Prepare documents, presentations and correspondence for the executives to Chaos1's templates

REQUIRED QUALIFICATIONS AND EXPERIENCE

• Certificate IV or Diploma in Business Administration, Accounting or a related discipline, or equivalent experience
• Over 2 years in business, finance or governance administration
• Experience with accounts processing, reconciliations or payroll administration in an accounting system such as Xero
• Experience maintaining registers, records and minutes to an auditable standard
• Working proficiency in Microsoft 365 including Word, Excel, SharePoint and Teams
• Discretion with confidential company and personnel information
• Clear written and spoken communication with staff, customers and suppliers
• Australian citizenship and ability to obtain a Baseline security clearance
• Ability to be onsite at Chaos1's XFACTORY, Sydney. This is a predominantly onsite role.

PREFERRED QUALIFICATIONS AND EXPERIENCE

• Experience in a defence industry SME, aviation or another regulated environment
• Experience with company secretarial or board administration
• Experience with travel booking and expense management for field teams
• Experience with document control or a quality management system
• Experience with an HR information system and onboarding administration
• Progress towards an accounting or governance qualification
• A current Baseline security clearance or above

SALARY

A salary benchmarked against the Australian defence market, plus above-mandated superannuation and annual salary reviews. Where you sit depends on your back-office experience and the breadth of your skills across the areas listed.

BENEFITS

• Superannuation above the mandated rate.
• 25 days of annual leave every year, a full week more than the standard four weeks.
• Clearance sponsorship. We sponsor your clearance and pay the vetting costs.
• Mobilised from the start. Your equipment, access and role brief are ready before you arrive, and you’ll be part of live work within your first fortnight.

Chaos1 is an equal opportunity employer. We welcome applications from people of all backgrounds, and veterans and reservists are encouraged to apply. If you need an adjustment at any point in the process, tell us and we will make it.

DATA PRIVACY

Chaos1 handles your application under Australian privacy law and our applicant privacy notice. Offers are conditional on pre-employment screening, which may be run by a third-party provider and covers identity, right to work, qualifications and licences, references and a national police check. Clearance sponsorship runs through the Australian Government Security Vetting Agency and requires Australian citizenship. The role involves access to technology controlled under Australian export-control law and, on some programs, US ITAR and EAR, with access limited to authorised persons.